You can track your giveaways (like swag and raffle items) at tradeshows by adding them under the event “Giveaways” tab.
Calculating the Cost of Giveaways Based on Asset Costs
When creating a Capital Asset or a Collateral/Multi-quantity item (in the “Manage Assets” area), you have the option of specifying the base cost for the Asset. Once an asset is reserved for an event (under the event Asset Reservations tab), that reservation can then be tagged in your Giveaways.
For example, if you have an Asset called “Company Logo Pen” with a cost of $1.00 per pen, and you reserve 500 of them for an event (via the Asset Reservations tab), you can then create a Giveaway (under the Giveaways tab) and tag that reservation in the giveaway. Once an asset reservation is tagged in a giveaway, the cost of the asset is displayed and you can use that cost to enter the cost for the giveaway.
Setting a Budget for Giveaways
You can enter your planned budget for giveaways at an event under the “Giveaways” section of the event “Budget” tab.
Use the “Edit Images” link on the asset page in order to manage images for a given asset.
Uploading and Cropping Images
On the Asset Images popup dialog, click the “Add Image” button in order to add a new image for your asset. After you select the image file that you’d like to use, you’ll see a canvas that helps you crop the image in order to make it have the standard ExhibitDay asset image aspect ratio (125 / 94). You can move the crop area by clicking down and dragging it around. You can expand or shrink the crop area by clicking and dragging its corners. You can use the buttons at the top of the canvas to zoom, flip and rotate the image on the canvas.
Re-ordering Images
If you upload more than one image, the order in which the uploaded images are listed defines the sequence of the images when viewing the image gallery for the asset; the first image will always be the primary image for the asset. You can change the ordering by click-and-dragging the image handles.
Asset Image Gallery
Once you have uploaded images for an asset, those images can be viewed wherever the asset appears throughout your ExhibitDay workspace (e.g., in your main list of assets, in the list of asset reservations under a given event, etc.). Clicking on the asset image will pop open an image gallery that displays all the images for the asset.
Actual costs for a given event can be viewed under the “Actual Costs” section of the Event “Budget” tab.
Actual Costs for a given event are automatically complied based on the following:
Booth reservation cost (as entered under the “Booth” tab)
Booth service costs (as entered under the Booth Services section of the event “Booth” tab)
Attendee registration/ticket costs (as entered under the event “Staff” tab)
Travel reservation costs (as entered under the event “Travel Reservations” tab)
Shipment costs (as entered under the event “Shipments” tab)
Miscellaneous expense/credit costs/amounts (as entered under the event “Misc. Expenses & Credits” tab)
Sponsorship costs (as entered under the “Sponsorships” tab)
Actual Costs for all Events in a Given Year
Actual costs for all events in a given year can be viewed and downloaded under the “Actual Costs Details” section of the “Annual Budgets (all events)” page.
You can easily create a copy of an existing travel reservation (under the event travel tab).
To create a duplicate copy of an existing travel reservation, click on the “Duplicate” option in the “Edit” menu of the reservation you’d like to copy.
Once the “Duplicate Travel Reservation” dialog appears, you can choose to copy the same tagged people and file attachments (if any) over to the new copy.
Finally, click the “Create Copy” button to complete the process.
Note: The ability to copy/duplicate travel reservations is only offered with ExhibitDay’s paid plans.
If you have a multi-workspace configuration (offered under the ExhibitDay Enterprise plan), you can share Assets between your ExhibitDay workspaces.
What is a Shared Asset?
A shared asset is any asset that has been shared with another workspace. When an asset is shared with another workspace, it can get reserved for events in that workspace (via the Event “Asset Reservations” tab of the workspace it is shared with).
How do I share an Asset with another workspace?
If you are on the ExhibitDay Enterprise plan and have multiple workspaces, when you view an asset (in the “Manage Assets” area), you’ll see a “Sharing” tab. Under the “Sharing” tab you can specify which of your other workspace(s) the asset should be shared with.
Where do Shared Assets Appear?
Shared assets will be made available under the Event “Asset Reservations” tab of the workspaces they are shared with. Shared assets will not appear in the “Manage Assets” area of the workspace they are shared with. For example, if you share an asset from workspace A with another workspace, B, then any event in workspace B can reserve the shared asset; however, the asset will not appear under the “Manage Assets” area of workspace B. Any change to the asset itself (like changes to the asset name, model number, image, etc.) must be made in the asset’s origin workspace (workspace A).
A share icon is displayed in front of the names of shared assets.
Can Users of the Workspace the Asset is Shared With See the Cost of the Asset?
The Cost of an asset can be set when adding/editing the asset (in the Manage Assets area). When you share an asset with another workspace, you have the option to specify whether or not the users of that workspace can see the cost of the shared asset. Note: The cost of an asset is shown as a reference when tagging an asset in a giveaway for an event (in order to help calculate the cost of the giveaway); for more information about tagging assets in giveaways of an event, please refer to this article.
What Happens When a Shared Asset is Unshared?
Unsharing (i.e., disabling sharing of) an asset that has already been shared with another workspace prevents new reservations of the asset from the workspace it was shared with — any existing reservations that may have already been made while the asset was shared will not get canceled.
is displayed in front of the names of shared assets.